What is an employee reference letter?
An employee reference letter, otherwise known as a letter of recommendation, is a written document that provides an endorsement of a candidate’s skills, qualifications and character. Typically written by a manager, supervisor or team leader, this letter can play a pivotal role when someone is applying for a new job position, graduate program or other professional or academic opportunities.
By focusing on an employee’s relevant skills, accomplishments and character traits, you can help them achieve success.
While most reference letters that you compose will be geared specifically to employment, there are occasions when you may be asked to provide a character or academic reference.
Character reference
A character reference may be requested by someone who is seeking to join a professional organization. It may also suit an individual outside of work who knows you on a personal level. This type of letter focuses on a person’s character, work ethic, personal traits and soft skills.
Academic reference
If you have mentored an employee, you may be asked to write a letter that details an individual’s abilities and achievements as a student or learner. An academic reference can also discuss their qualities as an employee and assess their potential to succeed in an educational program.
By making these types of references, you can support the employee’s lifelong learning journey.
Why do employee reference letters matter?
Understanding the role that a reference letter can play in the selection process can enable you to create a more effective document. Here are just a few ways that reference letters matter:
- Validates skills and accomplishments: A reference letter can describe and quantify an employee’s level of skill, innate talents and professional accomplishments. It provides a clearer picture of an individual’s strengths and the contributions they made in their previous role.
- Provides a verifiable contact: By providing a written reference from a verifiable source, this letter can reduce the risks associated with a new hire.
- Describes personal attributes: Reference letters often discuss an individual’s attributes, such as their personality traits, attitude, work ethic and emotional intelligence. While these characteristics may be observed during the interview process, this document provides greater insight and validation.
- Edges out the competition: A quality candidate who is armed with an effective reference letter may outshine their competitors, securing the sought-after position.
- Aids career development: A carefully composed reference letter may help an employee gain entrance into a professional organization or educational program. In turn, this can help them develop new skills and form business relationships that benefit your company. It enables the employee to fulfill their career development plans.
- Creates a positive employer image: By providing employees with sincere written references, you can ensure that your relationship remains positive. This is especially beneficial during company layoffs. By treating current and former employees well, you can cement your positive employer branding.
What elements of an employee reference letter are essential?
An effective employee reference letter contains key details that make it a valuable resource. Here are some essential elements to include:
- Contact details: Providing your contact information enables the recipient to reach out to you for more details if required. Include your full name, company name, position, phone number and e-mail address. It is also polite to write a statement inviting recruiters to contact you with any queries.
- Relationship with employee: Detailing your professional relationship with the employee provides context for the information you have provided. For instance, working with an employee in a mentorship program capacity can provide you with different insight than someone who supervises them.
- Abilities and examples: Instead of merely listing the employee’s skills and abilities, it can be helpful to provide workplace examples of times when the employee demonstrated them. Describe how these traits enabled them to solve problems, overcome challenges or achieve specific results.
- Endorsement: An employee reference letter recommends the applicant to a professional organization, school or potential employer. State why you consider the employee suitable for the position or program.
- Dates of employment: Be sure to include the employee’s length of employment. You may also wish to mention previous positions they may have held within your organization.
Are there tips for writing a reference letter?
When composing an effective reference letter, you may wish to familiarize yourself with a few helpful letter-writing ideas. Here are some tips:
- Research the employee. This step involves familiarizing yourself with the employee. Begin by ensuring that you know enough about the employee’s work traits and accomplishments to feel comfortable composing a reference letter. If you do not, you may recommend someone else whom they can approach.
- Research the position. Ask the employee for information about the position they are applying for. You may wish to request a copy of the job description. This knowledge enables you to focus on the skills and traits that match the role’s requirements.
- Be honest. Always stick to the truth when writing a reference letter. Employ your top-notch workplace communication skills to ensure that all information is truthful and free of flowery or ambiguous language. If you feel that you cannot write a positive reference, let the employee know.
- Follow a business format. Like all professional communication, this document should adhere to your company’s standard business letter format. Typically, this includes a header, the date, a salutation and a closing.
- Maintain professionalism. Ensure that your language and tone are professional, no matter how well you know the employee. Check your letter for typos, grammar and spelling. Furthermore, avoid discussing the candidate’s ethnicity, religious beliefs or age.
- Follow a template. A template can provide a great starting point when crafting an employee reference letter.
Employee reference letter template
Following a template can provide your reference letters with continuity, ensuring that the information is presented in an organized manner and that all reference letters adhere to a prescribed layout. Here is a template and a sample letter to guide you:
[Date]
Dear [receiver’s name],
[Reference statement: explain your reason for writing the letter.]
[First paragraph: describe the employee’s background and talk about the time you worked together.]
[Second paragraph: add some examples of relevant skills exhibited by the employee and their related achievements.]
[Closing remarks: summarize the goal of the letter.]
Regards,
[Your signature]
[Your name]
[Your title]
[Your phone number]
[Your e-mail address]
Employee reference letter example
Here is a sample reference letter to help you with crafting yours:
Dear Belinda Piccio,
I am recommending Mr. Sam Kirwa for the project manager position at your organization. I worked as Mr. Kirwa’s supervisor for over eight years as he moved through the ranks from administrative assistant to project manager in my establishment, Champion Solutions.
Mr. Kirwa has been one of the more consistent performers in my organization. As a project manager, he had the best lead turnover and most successful project completions among his colleagues. His positive attitude and dedication made him a client favourite. While I served as his supervisor, 92% of his clients came to us with repeat business.
I have no doubts recommending Mr. Kirwa for the role of Project Manager. If you have any questions, do not hesitate to contact me.
Regards,
Bernard Smith
CEO
Champion Solutions
bsmith@championsolutions.com
A well-crafted reference letter can be a powerful tool in a candidate’s job search. By offering a personal recommendation that highlights the candidate’s skills, qualifications and character, reference letters provide potential employers with valuable insights that go beyond a resume or application form.
Employee reference letter templates for PDF & Word
Use these templates to help write an effective reference letter that allows your employees to achieve their personal, professional, and educational goals.
*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labour or employment regulations.
